LI FICJENC^ MONOGRAPHS 



hCORD FORMS FOR 
^^VTIONAL SCHOOLS 

EATON 



RECORD FORMS FOR 
VOCATIONAL SCHOOLS 



SCHOOL EFFICIENCY 
MONOGRAPHS 



^nb ergon 
Education of Defectives in 
the Public Schools 

Caton 

Record Forms for Vocational 

Schools 
MtMribvtio 

The PubUc and Its School 
jMaibonep 

Standards in English 

An Experiment in the Fun- 
damentals 

Newsboy Service 



SCHOOL EFFICIENCY MONOGRAPHS 

RECORD FORMS 

FOR VOCATIONAL 

SCHOOLS 

BY JOSEPH J;^ EATON, S.B. 

DIBECTOR OF INDUSTRIAL ARTS AND 

VOCATIONAL EDUCATION 

YONKERS, NEW YORK 




YONKERS- ON -HUDSON, NEW YOEK 

WORLD BOOK COMPANY 

1917 



ffGo 



WORLD BOOK COMPANY 

THE HOUSE OF APPLIED KNOWLEDGE 
Established, 1905, by Caspar W. Hodgson 

YoNKEBS-ON-HtTDSON, NeW YoRK 

2126 Prairie Avenue, Chicago 



Publishers of the following professional works : 
School Efl5ciency Series, edited by Paul H. 
Hanus, complete in thirteen volumes; Edu- 
cational Survey Series, three volumes already 
issued and others projected; School Efficiency 
Monographs, six numbers now ready, others 
in active preparation 






MAR -5 1918 

©CI.A4924T8 

SEM : BRFV8-I 



Copyright, 1917, by World Book Company 
All rights reserved 



'"^■t- 



- ( 



PREFACE 

nPHIS monograph has been reviewed and many valuable 
A changes and additions have been incorporated in it 
by Mr. James F. Chnnin, C.P.A., who is in fact practi- 
cally a co-author. 

The originals of all record forms used for illustration 
are the work of Mr, Thomas Svack, Assistant Instructor 
of Mechanical Drawing in the Saunders Trades School, 
Yonkers, New York. 

Grateful appreciation is expressed to Dean Herman 
Schneider of the University of Cincinnati, to Mr. Wesley 
O'Leary, Director of Essex County Vocational Schools, 
New Jersey, and to several others who have read the 
manuscript and have made valuable suggestions. 

Joseph J. Eaton 



Cv: 



CONTENTS 

PAGE 

I. Introduction 1 

n. Forms Proposed 10 

i. Pupil's Record Forms 10 

A. Permanent Forms 10 

B. Temporary Forms 20 

ii. Instructor's Record 26 

iii. Supplies and Maintenance Records 27 

iv. Shop Production Records 37 

V. Building and Grounds Record 49 

vi. Power-Plant Record 50 

vii. Cost and Production Record 50 

viii. Forms for Reports Required of the School 52 

m. Conclusion 53 

Index 55 



Evil] 



RECORD FORMS FOR 
VOCATIONAL SCHOOLS 



RECORD FORMS FOR VOCA 
TIONAL SCHOOLS 



Introduction 

EFFICIENCY, which in the case of all industrial 
operations means preparedness and standardization, 
ought to be required of a vocational school as strictly 
as it is now demanded in modern business. The student 
not only must be taught how to turn out his work effi- 
ciently, but also must be trained properly to record and 
control the work of the shop in order that production 
may be facilitated in every way, while at the same time 
a close watch is kept on the cost of each operation. 

We must not, of course, lose sight of the fact that the 
shops of such an institution, though producing marketable 
articles, are operated essentially as a school and therefore 
must concede much to the need of the student form of 
reports and records found in the average classroom. In 
some schools, as in many business houses, all details in 
connection with the institution are kept in the mind 
of the man in charge. The disadvantages of this "slap- 
stick" method are too obvious to require demonstration. 
Contrasted with the school run in this fashion, and equally 
inefficient, is the institution where an office force nearly 
as large as the teaching staff is kept constantly at work 
tabulating and filing a multitudinous collection of details 
of varying importance. This latter condition generally 
occurs where a management that knows little, if anything, 
about efficient systematic methods of arrangement or 
recording permits the members of the staff to work out 
their own ideas in the respective departments, without 
any relation to each other's methods or the final 

[1] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

assembling of the various units into one comprehensive 
whole. 

The useless detail work of over-systematizing adds 
greatly to the overhead burden, usually large enough, 
swelling it out of all proportion to any value obtained. 
In some schools so much "paper work" is demanded of 
instructors that regular class work is, of necessity, greatly 
slighted. Often under this method, either through lack 
of time or because of lack of value, reports that took 
precious time to compile are filed away carelessly and 
never used. The acme of e£ficiency is to have and to 
use only those forms necessary to produce a given result, 
and to cut away all non-essential and useless appendages. 
No greater cause for irritation can be given a teacher than 
that of requiring him to fill in report blank after report 
blank, sometimes when he can least afford the time, often 
when he must even interrupt his class work to comply 
with the requirements of an inefficient management. 

It may be added that the system of records, criticisms, 
and reports tabulated in this monograph is based upon 
the author's twenty years of practical work in vocational 
schools and the fourteen years' experience of Mr. James 
F. Clinnin in the commercial field, as certified public 
accountant and efficiency engineer specializing in factory 
work. 

The question of records for all vocational schools is too 
comprehensive to be covered in general terms; there are 
vocational schools maintained by the federal government 
and by some state governments, others maintained by pri- 
vate capital, and those conducted as a part of the public 
school system. It is with the third class of schools that 
this monograph is specifically concerned. Those of the 
federal or state governments and those of private invest- 
ments, while they have many of the requirements and use 

[2] 



INTRODUCTION 

many of the forms of schools conducted as an integral 
part of the pubUc school system, would need to amplify 
or modify the forms suggested in accordance with the 
varying conditions surrounding them, the scope of their 
operations, and the field for. the marketing of their product. 
The matter of the disposal of the manufactured prod- 
ucts of the school shops is one that should be given care- 
ful consideration. In most vocational schools the pupils 
make articles that are of real commercial value, and 
practically the entire product of the shops may be 
placed on the market or used by the department of edu- 
cation or the several other departments of the municipal 
government. Where most of the product is taken up by 
the city government, orders for articles should be fur- 
nished by the department of education and a fair market 
value should be placed upon them. When the order is 
executed and delivery is made as directed, the vocational 
school should receive credit at the agreed value and the 
receiving department should be charged, just as it would 
be had the purchasing department found it necessary to 
go into the open market for articles. When this pro- 
cedure is followed the department of education may 
readily determine the actual net cost of maintaining the 
vocational schools and the desirabiHty of extending such 
form of instruction. Under any other method the cost 
of maintenance is represented by the total amount ex- 
pended, without considering the return in manufactured 
product made to the department of education itself, or to 
other departments of the municipality for which orders 
have been handled. These orders may have been for 
fixed or expendable equipment, supplies, repairs, etc. 
The proper recording of such earnings may be made a 
part of the permanent general records of the department 
of education. If preferred, an auxihary set of records 

[3] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

may be kept in the oflBce of the director of the vocational 
school; a summary of these records may be furnished 
the department of education at stated intervals, from 
which transfers may be made to their records or the re- 
sults incorporated in the reports made by them to the 
municipal authorities. While it is possible to carry 
these results as an auxiliary record, they should properly 
form a part of the permanent record. 

At any rate, however the records are kept, as long as 
the schools are a part of the public school system we 
must not lose sight of the self-evident fact that the pupil 
and his interests must take precedence. If he does not 
receive first consideration in any school supported by 
public funds, then the intention of the public in instalhng 
and supporting the school has been defeated, and it would 
probably be far better for the pupil to be placed at work 
in a shop instead of continuing in the school. 

This monograph does not attempt to present arguments 
in favor of the establishment and maintenance of public 
all-day vocational schools, though there should be little 
question of their necessity and desirability; for, even 
though they do not furnish all the trade training that is 
often claimed for them, it must be admitted that they do 
help to supply a background for the acquisition of aca- 
demic knowledge — a background which cannot be found 
in the traditional schools — and thus both offer an in- 
centive for study and, in part, supply a substitute for the 
multiplex experiences of real life. 

The background of training and education and the 
progress made by each pupil should all be a matter of 
record. As he is the subject about which the whole 
structure is buUded, we first consider in the following 
pages the forms and records of the pupil. 

Next in importance, but seldom recorded, are the facts 

[4] 



INTRODUCTION 

relating to the instructors. It would seem wise for each 
school to keep, in accessible form, a permanent record of 
each instructor employed. Before an instructor is en- 
gaged his fitness is usually determined by his previous 
experience and training; the facts ascertained should 
be recorded. His other qualifications are investigated; 
most of this information also may be standardized and 
so recorded that it would prove helpful in deciding future 
advancement or changes of position within the school or 
elsewhere. 

Financial and shop-operating forms come next. A 
school budget for each teacher is highly desirable, es- 
pecially in the shops. It means less waste of material, 
a more definite understanding of values, and the necessity 
for planning work for the future, all of which makes for 
definiteness and progress. In this respect let us at once 
go on record as beheving that the only Hmit to individual 
pupil cost should be that set by the pupils' needs and 
requirements. Experience, and that rarer commodity, 
common sense, are of great help in planning a budget; 
its preparation has often helped an instructor to devise 
new outlets for the pupils in their practice work, with 
an increase in the richness of their experiences; further- 
more, a budget always helps in cutting down expenses. 

Records of work on the buildings and the grounds about 
the school, while of less importance, are of some value; 
this wiU prove true when changes or additions are to be 
made, for the authorities in charge of financial affairs 
always require an estimate of the probable cost before 
they give their consent and approval. 
^ If the power plant of the school is used for educational 
purposes, — and it should in all cases be so used, — many 
of the records on heating, lighting, and ventilation may 
be kept by the school. 

[5] 



^\ 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

To the records already mentioned we may add the 
following: details for the annual reports and for reports 
to the city, the state, and the federal government. It 
would very much simplify matters if all these latter re- 
ports could be made more uniform. We know, of course, 
that the various authorities use their reports for different 
purposes; yet a study of what is demanded shows that 
modification could easily be made, with a consequent sav- 
ing in time for the individual schools and without impair- 
ing the utility and effectiveness of any of the reports. 

The following is a list of the forms deemed necessary; 
some of these are for permanent records and others for 
temporary use only, a difference which does not necessarily 
mean difference in importance : 

I. pupil's record forms 

A. Permanent 

1. Matriculation and progress: history before 

entering school and while in school 

2. Attendance: daily report on absence and 

tardiness, follow-up notices to parents 

3. Reports to parents 

B. Temporary 

4A-4G. Absence postal and follow-up notices 
for delinquents (this includes the record of 
conduct) 
5. Alumni records: history after leaving school 
6A-6C. Inter-class memoranda: tardy pass, 
notice to instructors of change in pupil's 
program and check list to prevent 
skipping 

7. Notice of loss or breakage, with invoice 

attached 

8. Tool memorandum receipt 

[6] 



INTRODUCTION 

In addition to the foregoing, the shop time cards may- 
be used as a further record, but as the results of the shop 
work are reflected by the report card. Form No. 1, the 
time card is listed under the operating forms. 

n. instructor's record 

9. Professional status: general training, experi- 
ence, licenses and degrees, membership in 
educational societies, publications, personal 
appearance, age; in the school (by years) 
— health, disciplinary power, lesson prepara- 
tion, form and method of presentation, in- 
fluence on pupils, relations with rest of faculty 

ni. SUPPLIES AND MAINTENANCE RECORDS 

10. Budget by class or department 

1 1 . Requisition for purchase of materials, supplies, 

etc. 

12. Requisition on stock department for materials, 

supplies, etc., as required by instructors 

13. Inventory record 

14. Missing property report 

15. Register of materials, supplies, expenses, etc. 

16. Stock record 

17. Weekly requisition for school supplies 

IV. SHOP PRODUCTION RECORDS 

18. Estimate on work — for instructors 

19. Order forms : order register, order acknowledg- 

ment, shopwork orders, work envelope, and 
cost record 

20. Time card 

21. Special instruction notice 

22. Disposition of product 

23. Invoices 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

24. Follow-up cards for orders 

25. Patterns and castings 

V. BUILDING AND GROUNDS RECORD 

26. Conditions during year: repairs, cleanliness, 

toilets, lighting, heating, ventilation, ex- 
tensions or additions, grounds 

VI. 27. POWER-PLANT RECORD 

VII. 28. COST AND PRODUCTION RECORD 

VIII. FORMS FOR REPORTS REQUIRED OF THE SCHOOL 

Annual report records 
City report records 
State report records 
Federal report records 

This list may appear to be rather formidable at the 
first reading, but a careful analysis will show that com- 
paratively little labor is demanded of instructors, and that 
the greater part of the work can easily be done in the office 
of the school. All details have been simplified and classi- 
fied; provision is made for recording all information worth 
obtaining and preserving; data regarding the customary 
school processes find a place; yet only a little time and 
labor will be required, and the operations of the school 
wiU be so tabulated as to set forth actual conditions cor- 
rectly. Surely this is something as important to a school 
as it is to the great and small manufacturers in the com- 
mercial world, where simple, direct, and accurate methods 
of handling and recording important data of production 
are items for which hundreds of thousands of dollars are 
expended annually. 

Perhaps it will be thought that some of the details 
mentioned, such as the checking up of absences and tardi- 
ness, ought to have no place in a vocational school. Many 

[8] 



INTRODUCTION 

years of experience in school and commercial work have 
proved it necessary, and of considerable value as an index 
to the character of the individual. Any one in charge of 
a school where he has no difficulty with absences or tardi- 
ness need not adopt the special forms designed for dealing 
with these troubles. Indeed, all the forms are offered 
merely as suggestions, which each school may use as a 
starting point in devising forms suited to its particular 
needs. 



C9] 



II 

Forms Proposed 

IT is impossible, of course, in these pages to show the 
forms in the actual sizes required for most of them. 
For every form the preferred size and weight of stock for 
the card or sheet is stated. General uniformity in the 
dimensions of the cards and sheets is highly desirable in 
all records, but it should not be insisted upon at the expense 
of the results desired. 

I. pupil's record forms 

A. Permanent Forms 

Form No. 1. Combination matriculation and progress card 
(5" X 8"; light-weight card stock) 

[FRONT] 



: SMOP CO{//?S£: 









/='/li/r'£A/rO/? Ga4/?0//iA/- 



OCCUPy>T/0/V O/^ Gi//i/?£y/AA/ O/lf /'AREA/r— 



£>/ir£-0/^E;Vr£'/?/A/G^^_ fffOM SCHOOL A/a 

DAr£r O/^^dT/UVZ/VS .SC/^OOt^ C/33T /ITTSA/DSO . _ 

/?£Af/l/?/<-S- , 



On the front of the matriculation card is recorded the 
history of the pupil prior to his entry to the school; this 
record determines his fitness to enter and his ability to 

Cio] 



^ 



FORMS PROPOSED 



[BACK] 



VOCAT/OA/AL COa/?S£ 1 


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undertake the kind of work he wishes to do. The card 
shows all the necessary facts in a clear and logical order. 
The shop course is placed at the top, where it may be 
quickly found; this detail is important, as pupils are 
usually classed according to their class subject. The 
reverse side of the card contains spaces for recording the 
grade of work performed in each subject, together with 
the attendance record for the entire period in which the 
pupil attends the school. The card is arranged for two 
courses of two years each, one called "vocational" and 
one "trade." The first is designed to parallel the work 
of the seventh and eighth grades, and the latter the work 
of the first two years of high school. 

Thus, it may be noted, the one card contains all the 
necessary information regarding the history of the child 
before entering and while attending the school. By using 
the blank space labeled "Remarks" to record facts re- 
lating to work undertaken after leaving school, the entire 
history of the pupil is at once available. All schools should 

[11] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

have this or a similar card in their files. It has been found 
advisable to file the cards of graduates separately from 
those of pupils who attended the school but who do not 
graduate. 

Form No. 2. Attendance record for year (5" X 8"; heavy- 
weight card) 

































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m/^MA/-^ P-Pfi-cs^A/T A-ABSsn/r r-rA/P£>r' D-0/SM/SS£ra 



All facts relating to attendance may be recorded on 
cards of this type, and the record may easily be made from 
day to day. The files contain only the cards of those 
who are attending the school, as others may be removed 
at any time. Each pupil's record is separate and distinct 
and may readily be seen at a glance. In some schools it 
is necessary to distinguish between pupils of certain ages; 
in such cases it has been found convenient to color the 
upper left corner with red ink as soon as the pupil reaches 
the demarcation age; this is an inexpensive and, at the 
same time, an efficient method of distinguishing. 



[12] 



FORMS PROPOSED 



Form No. 3. Report cards {3Y x 6"; medium-weight card) 

[FRONT] 



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co-o/=e/fA77o/\/ o/v r»£- /=^ff7- o/^ r/^£- pA/?£-/vrs /3 A veffY /MPOffTANT 
rAcrof? //v rA/£r ^i/c-cs-^s op ei/£-/?Y pi/P/L 



This card is designed for the quarterly reports of the 
progress of the pupil. Provision is made for recording 
the quality of the work performed in all required shop and 
academic subjects; on the reverse side space is provided 

[13] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

for the signature of the parent. This signature is required 
each quarter and is not to be "dittoed," as some of our 
boys thought when they had a report they did not care 
to show at home. 

There is nothing particularly distinctive about this 
form; it merely follows the lines of requirement and 
furnishes the information with the least possible expen- 
diture of labor. Possibly, in a vocational school, marks 
ought to be expressed in terms of "satisfactory" or "un- 
satisfactory"; however that may be, we still find that 
the parents desire a more graded statement and this form 
has thus far proved sufficient, even if the records placed 
upon it have not always met with the approval of the 
pupils. The card is trimmed smaller in one dimension 
than those preceding; this is done so that it may fit into 
the regular No. 6 envelope without folding. It may be 
filed in the usual 4x6 card file. 

Form Nos. J^A-IpG. Follow-up notices to parents for delin- 
quencies (United States postal card; light weight) 
4- A. Notification of absence 



/s 

/S ABSSA/r rffOAf SCHOOL. 

7V-OAY. /<//\JOLr SSA/O MS A A/Or£r Br /?Sri/ffA/ MA/i. £rXf/.A/N//\/G 

v£f?r T/fULY roc//?3 



/n/fM N^4-A 



A regular United States postal card, with the form 
printed on the reverse side, is sent on the day that absence 
occurs. 

[14] 



FORMS PROPOSED 

^B. Notification that pupil is dropped from the rolls 



._____.________/# .__ 

»_«___«____ - miW D/>0PP£O FROM 7»£ flOLLS 

OF THIS SCHOOL FVR NOMt^TTeNOANC£ . WILL YOU f=L£AS£ WFOfiim DK OF THE 
fi£ASO/V FOFI THIS ABSENCE. ANO THE PftoBABLE OATE OF RETURN TO •SCHOOLf 

WE HOPE THAT WILL BE ABLE TV FICSI/MC WOfiK SOCM, 

THAT AS LITTLE TIME AS /=OSSIBLC MAY BE LOST. 
VEFIY TRULY YOURS 

F'Ftlf/ClFi'M. 



This form enables the parent to know of a pupil's ab- 
sence in case the postal card has gone astray. We know 
of many such helpful catastrophes. 



liC. Follow-up card for pupil dropped some time 



, /9 

soMe riMe AGO 

IVA3 Offoppeo F/roM rue /polls secACfsc of- 

w/LL yx)i/ KiMOLy Lcr i/s /caioih^ //~ co/va/r/o^/s A/f£- a/oia/ 

SOCH THAT y\/£: MAf SXPSCT AN CA/PLy ZfE-rV/fA/." 

PRINCIPAL 

Fo/tM N*4-C 

— . 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

The follow-up card is self-explanatory; the time to 
send it must be determined by the school authorities. 

4-0. Card regarding home work 



M TH£- r/MO£3 ^C^XIO^, /ir C£rAST 0/^£- HOC/? 0/^/^0M£- t^O/P/iT /S' 

/:/£rC£SsA/?y ^ACA/ £>Ay: 

i^/LL YOU /f/iVO/.y /-/£r^/=> sy £-/vcoc//pa g/a/g- 

TO /'/rS'/'A/Ptr T^£r A3-S/<jAf£^a l/^/O/fK." 

ve/rr- T/fi/i.y yvc//fs 



It would seem that home work need not be required in 
a school of this character. Perhaps at some future time 
we may be able to have each pupil complete all his work 
in school, as most workers now do in their business. After 
they have completed their appointed tasks for the day, 
the pupils could then utilize their time in other ways, 
just as happens in commercial life. Our school day is not 
now long enough, however, to permit all the duties to be 
performed in the school building; furthermore, the major- 
ity of parents are imbued with the traditions of their 
school training and feel that something is lacking in a 
school that does not require home work. 

}iE. A ''get-together" card 

It is understood that a school always has its doors open 
for the admission of parents and friends of the pupils; 
every day is, or should be, an exhibition day. Yet it 

[16] 



FORMS PROPOSED 



/s 

Ci.A.SSeS AT ^(/CH r/AfE A3 MAY- Be C(?Af\/£rA//£-A^7- TO yOU. 7>/<£- 
SCHOOL /S /Af ^£r.SS/CW SACH l^/SEK OAT /=-/?OM 8.30A.Mr0330f>.M 

we sa^eiAsr yxx/ iMi.c se /A/7-e/?es7-e£> /v TWe tivo/?j<- a/^o 

ALSO THAT yOi/ MAy ABL£ yO He£J= OS /A/ ASS/Sr/Z^G 

TO A G/T>eAre/f exre/vr 7>/aa/ ive //Ai/e //^ 7>/e fAsr. 
v£/iY 7-/?iyi.y yotz/PS 

P/P/NC/fAL 



must be recognized that few parents will visit the school 
without a special invitation. This card is designed more 
especially for the parents of those pupils who are back- 
ward in their studies or forward in their conduct. 

J^F. Unruly-pwpil card 



/3 

rr/e T£ACf^e/?s oe rf/c t/?ad£s 3c/^ooi. /fe/^/fr T/yAV 

/s A/orcoA/0(/cr//ve MA^^e^^ as rne /?i/z.e^ /7£-^i///?£:/Af 

o/?oe/? T»A7- TTV/^ MArr-^/? MAy^e A£)>y<y-S7-eo ^e/^o/r'S- /Tseco/y/es 
se/?/ocAs, ty^" st/ffGe^T- 7-//A7- yoi/ w/^-zy tt/s- sc/yooz. a/vz7ASS/s7- 
o^ M oere/PA^/AZ/A/G 7^£- co/fA?ec7-/y£- fo/? rzye ssA/e/^yr o/^. 

yeffy 77?oLy yoi//?s 

fV/MC/filAi. 
ro/r/vi yva •*-/=- 



A very convenient card to have on hand, and one found 
to produce pretty fair results. 

[17] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

4Gr. Misfit card 



, ; /5_=.-» 

THC A/V='/./CAT/OA/ A/^O COA/OC/C7- OT. . ./A/ THAS SC^OOi., 

SM34/Z.0 yOi/ 0£-C/£}£^ TO ^Ave coA/y/A/iyc. co/vsi/cr 

(/^ AT yOiZ/P £-A/9Z./£-^r COA/V£-A//£-/VC£:. 

VBffY r/fcfz-y yooms 

PmNC/fAL 



Usually the rules of the board of education do not per- 
mit the suspension or expulsion of pupils by the principal 
or instructors, and in such cases this card proves very 
helpful. Few parents are wiUing to have their children 
waste time in pursuing a line of study for which they are 
not fitted. 



[18] 



FORMS PROPOSED 

Form No. 5. Annual letter to alumni (letterhead paper of 
the school) 

19... 

Dear Sir: 

We are now preparing our Annual Report and Catalogue and 
will appreciate the favor if you will fill in the blank spaces below 
and return this letter to us at once. Your prompt attention 
will help your school and your teachers. 

You have our assurance that any personal information will 
be treated as strictly confidential. 

Name Class year 

Mailing address 

Kind of position held (machinist, draughtsman, clerk, etc.) . . . 

Employed by 

Kind of business 

Address 

How long employed Weekly salary 

Other information you may think of interest 

From your experience, what part of your school work is most 

valuable to you? 

Can you suggest any way for the improvement of the school 
work.? 



Cordially yours 



The uses of this letter are manifold. It helps to keep 
in touch with the pupils after they take up business life, 
to note their progress, and upon occasion to render some 
assistance to them in their battle for preferment in the 
industrial world. Sometimes very good suggestions are 
received relative to the comparative values of the several 
elements entering into vocational school training. 

[19] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

B. Temporary Forms 

Form No. 6. Class forms (miscellaneous) 

6 A. Tardy pass {3" X 5"; medium-weight paper) 

TARDY PASS 

19. 

To the teacher: 

State reasons for tardiness 



.Pupil 



Pupils who are tardy must not be admitted without a 
ticket. If stamped "Not approved" the pupil is to 
be detained 30 minutes at the close of the afternoon 



This form is designed to check and record tardiness, 
and to assist in the preparation of the monthly statement 
to the superintendent relating to pupils under the age of 
sixteen. 



[20] 



FORMS PROPOSED 



6B. Check to prevent skipping classes {3" X 5"; medium- 
weight paper) 



Pupils Absent 
DATE A. p. M. 

CLASS A. B. C. D. 



This is a convenient form to use in checking up pupils 
inclined to skip some of their classes. 

[21] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

6C. For changes in pupils' program {2" X 3^"; 
weight card) 



light- 



ROOMS. 



Dropped 

New pupil 

Returned MON. TUBS. WED. THURS. FRI. 

Left 

Transferred 



This card apprises instructors of any change in the 
pupils' program; it is very convenient for instructors. 

Form No. 7. Loss or breakage notice (letterhead paper) 

We have found a form of the kind shown on the 
opposite page to be needed occasionally. The moral effect 
is usually sufficient. 



[;22] 



FORMS PROPOSED 
19... 



M. 



Dear : 

Attached below is a bill for the of 

school equipment which we find, after careful investigation, 
that your son is responsible for. No charge is presented if 
the loss or breakage is not the fault of a pupil. Prompt 
payment is requested so that we may apply the money to make 
the necessary replacement. 



Principal 



19. 



M. 



To Board of Education, Dr. 

Care Principal of School 



C23] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

Form No. 7a. Letter to secure work for pupils outside of 
school hours (commercial letter paper) 

ODD JOBS CLUB 

Telephone 000, Board of Education Office 
Ask for Odd Jobs Club 
Deae Sir or Madam: 

Doubtless many times you have desired the services of 
a boy or girl for a short period of time and you have been at a 
loss to know where to apply for some one to do the work which 
you wished performed. 

Our club has several boys and girls who would be very 
glad to work for you after school hours and on Saturdays. 
We charge at the rate of ... . cents an hour if employed for three 
or more consecutive hours or ... . cents an hour if employed for 
less than three. Estimates will be given on request. 

Here are some of the kinds of work that we should like 
to do: 

GIRLS 

Caring for small children 

Plain sewing; hemstitching; embroidering initials 

Household duties 

Attending to telephone calls 



Cleaning cellars Attending to telephone calls 

Running errands Carrying luncheons 

Attending to lawns Attending furnaces 

Shoveling snow Washing and cleaning automobiles 

Working in a store 

We can do other things: please ask us about them. 
Very truly yours. 

Odd Jobs Club 

P.S. Only capable, trustworthy boys and girls are permitted 
to join this club. As there are no dues or other charges, all that 
you pay us belongs to us and thus aids us in helping our parents. 

FORM 7 A 

[24] 



FORMS PROPOSED 

This is somewhat of a departure from the traditional 
line of school work, but one trades school has found it to 
be of considerable value. The club is under the direction 
of the school, though the name of the school is not used. 

Farm No. 8. Memorandum receipt for tools (3" x 5"; 
light-weight card) 











zj£Z/i/K? rou.on'/A/G rooL^ ro/? </s£r /A/ 






QtMNr/ry 


H/ND 


0£UV- 


/?£-7i? 


NOT 
ffE7t> 


ex/=>LAA/AT/ON 














































































ro.^ 


VXS 









This form is for requisitioning from the tool room tools 
that are to be returned nightly or upon completion of the 
job for which they are used. 

When the card is presented to the person in charge of 
the tool room, the tools are issued and checked in the 
"Delivered" column; the card is held in the tool room 
until the tools are returned, when they are checked in 
the "Returned" column. If tools requisitioned are 
broken or lost in operation, a memorandum noting the 
fact should accompany the tools returned; from this 
memorandum the tool room custodian makes his notation 
in the column provided. After entry is made in the shop 
inventory record, the card is forwarded to the school 

[253 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

ofl&ce in order that a charge may be made for lost or 
destroyed tools. If all tools are returned as listed, the 
items are checked off and the card is returned to the 
pupil, who may then destroy it, as it has served its 
purpose. 

In some shops tools are borrowed on a brass check 
system. This plan works well when the shop is large, a 
regular man is employed in the tool room, and all checks 
are kept in the tool room. When pupils carry their 
own checks, confusion occurs because of lost or borrowed 
checks. 

II. instructor's record 
Form No. 9. Instructor's record (J/." x 6"; light-weight card) 

[FRONT] 



r£-/!CA/£-/F^- /?£rco/?D 



AG£-_^ £-OCICAT/0/V_ 



P'£-ffso/</AL /r-r 



^a/^A^^>^^^ 



E26] 



FORMS PROPOSED 



[BACK] 



1 


reAff 


HEALTH 


D/SC/PUNE 


DA/LY /=/?£■/= 


MErHoa 




























































































































ff£LAr/OA/S IMT/¥ mCl/^T-r 1 




1 











This card makes it possible to keep a record of each 
individual instructor; in the event of a change of prin- 
cipals it is only fair to the instructor and to the school to 
have such a record in the files. 



III. SUPPLIES AND MAESTTENAlSrCE RECORDS 

Form No. 10 {see insert opposite page 28). Budget hy 
class or department {11" X 17"; medium-weight paper) 

The form of the budget is a pm-ely local question, gov- 
erned entirely by the conditions surrounding the school 
and the scope and field of its operations, and dependent on 
the desire of the management to carry an adequate stock 
of necessary articles. The budget is a very important 
adjunct of the vocational school system and could be 
adapted with beneficial results to the needs of manufac- 
turing businesses. Budgets have a happy faculty of 
saving much waste and useless expense; they tend to 
develop greater efficiency in the instructors; they place 

C27] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

the essential requirements of the school before the financial 
agents in a way which insures careful consideration. 

The budget should be classified as to materials, supplies, 
expense, new tools and equipment, repairs or replacement 
of tools and equipment, etc.; the expenditure under each 
caption should give the comparison with the disburse- 
ments for the same class for the previous year, and the 
number of pupils registered in each term should be stated. 

Form No. 11. Official requisition {5" x 7" ; medium- 
'payer) 



fP£Qej/.s/r/OA/ ro/f mat£^/?/al. aa/o ^uppl/ss 



DePA/frMENT OP e-OUCATVON 



rM£- pv£.LOtv/A/G cooos APe peQuz/pso ro/? e/ss //v rne— . 

OerPAftTMENT AT ^CHOOi. /VS. 



OEScp/pr/OAj 



" -^fooffTf^^ps:^' 



The official requisition is a triplicate form; the original 
(white copy) and the triplicate (yellow copy) are exactly 
alike; while on the duplicate (pink copy) "received" is 
substituted for "are required," thus converting the form 
into an acknowledgment of goods delivered. 

Some schools use a different-colored blank for each 
department. This method is open to objection not only 
from the standpoint of economy but also from that of 
efficiency. There are many such schemes, but the 

[28] 



I 



the purchasing agent of the department of education, 
who copies it on such forms as have been adopted by that 

[29] 



BZ/DGer Of _ SHofi; xf^ooi. roR ths v^a^ comm£:nc/ms 

/9 ANOe/\/OMC /.9 

fi/UMa£-/f O/^ fC//=/l.S /'/fC-l/ZOCfsS «£»/P /NST/fCCTV/? 






PffEl'/OUS r^A/r 


ESr/AfAr£0 
fa/pct//f/?£flfr Yoiff 


MAT£/f/ALSCOA/ri! 


itS£0/N 


£Sr/MAr£0 




QUAur/rr 


AMOUA/T 


Oi/Afl/r/ry\ amou/vt 


Ot/AA/r/rr 


A/ifOcwr 


Q/Mf/nrr 


AMOCA/T 




AK-/V 7VOl^S£OC//P. 






1 




















1 






























































































































































































/f£fiJiC£M£»r3 










S<//'/=i./£S 


































































































































































































































































































































































































MAT£^/ALS 
































































































































































































































































































































































































































































































































































































































































































































/^m\r /v/JJ/o 





aepariment. mis memoa is o| 
from the standpoint of econom 
efficiency. There are many 
[28] 



FORMS PROPOSED 

majority of them condemn themselves when the blanks 
of one department are out and those of another department 
are used temporarily; some one is depended upon to 
remember to make the necessary change in distribution at 
the proper time, and that same " some one " will be so busy 
that the matter is entirely overlooked, with confusion as the 
result. No method that presents such liability of error 
should be adopted by school or business managements. 

When the stock keeper receives requisitions from the 
instructors for materials, supplies, etc., which are not in 
stock, or when his usual stock is running below the mini- 
mum deemed advisable to carry, he will make out this 
requisition (Form No. 11) and forward the original to 
the purchasing agent of the department of education; the 
duphcate is placed in an "Open Order" file to await the 
dehvery of the goods; the tripHcate, not being perforated 
to tear out, remains in the book and forms a permanent 
chronological and numerical file of all materials and 
supplies ordered. 

When the goods are received, the stock keeper checks 
them by the duplicate for quantity and specifications, 
and if they are correct, dates and signs the duplicate and 
sends it to the office. The office compares the invoice 
with this record of goods received, enters the cost on the 
record, and files it in a "Filled Purchase Order" file in- 
dexed by commodity or shop; the shop index is preferable 
because of its convenience in keeping together all matters 
relating to the individual shop. 

Before being approved and returned for payment, the 
invoice is entered in the register of materials, supplies, ex- 
pense, etc., and distributed under its proper classffication. 

The original, or outside purchasing order, is used by 
the purchasing agent of the department of education, 
who copies it on such forms as have been adopted by that 

[29] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

body; this eliminates the necessity of having an order 
form in the school system. Where a school handles its 
own buying and financing, an order form is needed, and 
for the benefit of such schools a few suggestions on its 
use are submitted. The form is usually in triplicate 
and is handled as follows: 

(1) Original: Constitutes an order on some firm or 

individual for the delivery of such goods as 
may be required. It contains in detail the 
specifications of the requirements, the quantity, 
unit price, amount, terms, delivery date, f.o.b. 
point, etc. 

(2) Duplicate: An exact copy, in all respects, of the 

original is filed in an "Open Order" file arranged 
alphabetically by firm names. This file is kept 
in the purchasing department. 

(3) Triplicate: An exact copy of the original, except 

that the unit price and amount are dropped, 
usually accomplished by the use of a short car- 
bon. This is sent to the receiving department 
to await the arrival of the goods; when the 
materials ordered are received, the receiv- 
ing clerk checks them by his copy of the order 
and signs and returns the order to the purchas- 
ing department, where it is filed with the 
duplicate until the invoice is received. Upon 
receipt the invoice is compared as to prices, 
quantities, terms, quality, etc., with the order, 
the distribution is marked on it, and it is 
approved and sent to the accounting depart- 
ment for their record. The duplicate and trip- 
licate purchasing orders are filed in a "Filled 
Order" file, arranged, like the "Open Order" 
file, alphabetically by firms' names. 
[30] 



FORMS PROPOSED 

Form No. 12. Requisition on stock room {5" x 7"; me- 
dium-weight paper) 



1 sroc/f ffooM ffeou/s/r/OA/ /va 

1 S»0/=' /9 


,S7VafA/s 


(XMW/ry 


osscmPT/orj 


pafav/c7sussoA/Ly\ 


(S 


AMOU/^r 1 














1 ^av^oB/vs 


MsfWucroff 



The form is made in triplicate; the first two copies 
are perforated down the side to tear out; the triphcate 
remains in the book and forms a permanent record for 
the instructor. In filling out the form the instructor 
gives all necessary information and signs the requisition. 
If the materials, supplies, etc., are not to be used upon 
some special job, but are to be used for "exercise work" 
by the students, the requisition should be so marked; 
if it is for tools or other expendable part of the plant, the 
requisition should so state and if possible give the reason 
for requesting, as for new equipment or to replace broken 
or worn-out tools, etc. 

The original (white) is sent to the stock keeper, and the 
materials, supplies, etc., are issued by him as called for on 
the requisition. The stock keeper uses this copy in 
entering the items on his stock record, then files it in a box 
file, by shops. The duplicate (pink) is filed in the work 
envelope of the job on which the material is to be used. 

C31] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

If the requisition is for tools, etc., the dupHcate is sent 
to the office for the office record. The triphcate (yellow) 
remains in the book as a permanent record, to be referred 
to by the school or city officials should occasion arise. 



Fmm No 
paper) 


13. Inventory record {5" 


X 8"; 


medium-weight 


/NV£ArrO/?Y 


o/^ /a 


SHO/' ^SCHOOL 




QiMVTrrr 


A/r-r/CLe 


ca/^o/r/o/v 


fVff orr/c£' c/S£ro/VLY 1 


ON/rfVf/cs- 


oosr /=>?£-S£yvri/M^A 
























































































































































































































































































/If A/^/S 









Usually a buff-colored stock is used on forms of this 
class; the sheet is punched on the left margin for filing 
in a sectional post or ring binder; for school use the ring 
binder is preferable. Complete inventories should be 
taken at least twice in each year. Separate sheets are 
used for Fixed Plant, Expendable Plant, Materials, 
Supplies, etc.; these sheets are signed by the instructors 
of the shops and forwarded to the office. For the con- 
venience of the instructors the form may be made in dupli- 
cate and a copy retained by them. A record of this kind 
does much to keep the school management informed of 
conditions in the shops and acquainted with their needs 
in the matter of new or expendable property, etc. 

[32] 



FORMS PROPOSED 



similar supplies are charged against a general stationery 
and supply account and transferred as a charge against 

[33] 







/Hre-/,57-<r 


RO^^, 


i7-£-mAi.^, SC//='/=^£ 


s, £-xr£-fV3es- _ 


^'"'^ '"O^ MONTH eA/OING 19 




INVO/ 




rffOA^ 


QUAA/- 
T/T-r- 


a^SC^/mOA, 




TVrAZ. 
AMOUNT 




s»o 


NE 


CAffPeAi 

■SHOP 






— 


CHARGE 






^m^ 






~ 








— 

















— 

















— 




— 




— 


— 







































































































— 








— 


































































































































































































































— : 

























































— 























































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































■ 
































































































































































































































































































































































































































































fVf?ivA/?aeo 






































1 1 








ro/7M m/s 



RECORD FORMS FOR VOCATK 



v.vfj-nj.j.i.njx±o 111 mc oiiups jxiiu 

in the matter of new or expei 
[32] 



FORMS PROPOSED 

Form No. IJp. Missing property report {5" X 8"; medium- 
weight paper) 







M/S3//^ Pffope/fry /f£y=affr shop 


NOre:- AffRANGe AJ?r/Ci.eS ALPMABer/CALLY 3£l°r ,/9 




OCMA/r/TY 


A/rr/CLer 


fi>SMAP/rS 












































































































1 


«M 


«/ /V»/^ 


/A/srpeycTOP \ 



Twice a year, at the close of school in June and at the 
openiag ia September, each instructor is required to check 
his stock, equipment, etc., and to report any articles that 
are missing or that should be discarded because of wear, 
breakage, etc. The form may be punched on the left 
margin and filed by shops ha a ring binder. 

Farm No. 15 {see insert) . Register of materials, supplies^ 
expenses, etc. {11" x 17"; medium-weight paper) 

This form is for use as a bound book, and for conven- 
ience in use should be manufactured with a patent back 
so that it will open flat. It may be expanded or reduced 
as requirements may dictate. AU invoices for materials, 
supplies, equipment, expenses, etc., should be entered and 
charged to thfe consuming department. Stationery and 
similar supphes are charged against a general stationery 
and supply account and transferred as a charge against 

[33J 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

the departments from the filled requisitions signed by 
the instructors. 

Should a school have a number of interrelating depart- 
ments using the same material, and the facilities for a 
general stock room, the arrangement of the columns may 
be by commodity rather than by department and the de- 
partmental charges made from the departmental requi- 
sitions periodically, through the use of a departmental 
distribution sheet crediting the general stock and charg- 
ing the department consuming. 

The materials, etc., consumed on jobs will automatically 
be credited from the requisitions and work envelope. A 
very complete record of the operations of the school may 
be compiled, if so desired, by opening a small ledger and 
posting the columnar totals to representative accounts, 
doing the same with the "Disposition of Products" sheet, 
and applying the "Inventories" of stock, etc., on hand 
at a given date. This summarizing may be made at any 
stated interval determined by those in authority. 

The "Miscellaneous" column is for the entry of such 
items as new equipment, plant, building or grounds ex- 
penditures, and others not covered by the columnar 
distribution. It may also include items that require 
distribution among several departments at the close of 
the school year, or other stated time. 

Form No. 16. Stock records (81" X 11"; medium-weight 
paper) 

No special size of blank is recommended for the stock 
record form; the size should be governed entirely by the 
needs of the school. The blank, however, should be of 
the smallest dimensions possible to use and get the results 
desired. For most school work a sheet 7" X 11" or 8|" X 

[34] 



FORMS PROPOSED 



^ 






i 1 11^ 




1 1 ^1 




1 ' 1 ^ 




1 i iij 








1 1 1 1 




1 ^ ii 




f i 1 s 








1 1 1* 




1 1 




1 1 ' 1 




1 1 ^ 




i M 




1 1 
1 1 1 ^ 




^ ^ 1 




1,1, 




o 


G 



[35] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

11" will be found suflBciently large for all requirements. 
It may be made a one-side or a two-side form. 

The form should be punched at the left margin, and 
filed in a ring binder indexed by commodity rather than 
by shops; for it is by commodity that a stock room is 
maintained and not by shops. Space is provided for the 
name, trade name, size, minimum amount deemed ad- 
visable to carry in stock, location, and such other data 
as may be of value to the stock keeper. Space is provided 
for entering the date of purchase, from whom purchased, 
the quantity, the unit price and money value of the article. 
Thus the form furnishes a complete record of the purchases 
of each commodity and indicates the dealer who allows 
the best prices. Giving the trade names is deemed 
advisable because articles are more commonly known by 
these than by their real names, and because many classes 
of articles are subdivided into several classifications; 
for example, we may buy grain alcohol, denatured alcohol, 
and wood alcohol, classes which are further subdivided by 
varying percentages of water. 

Other columns show the amount issued on requisition 
and the amount and value of the supply on hand at any 
time. The form may be used in a main stock room, in 
individual shops, or in the office of a system of schools, 
and the results will be sure to prove satisfactory. So 
little work is required to keep it up to date that it is 
hardly probable that instructors would object to its use. 
Finally, it is so simple that mistakes are not easily made. 
The arrangement is such that the record continues in- 
definitely without repeating the descriptive matter. 

The stock used may also be traced by checking out the 
materials reported used on the work envelopes and on 
the requisitions for exercise materials, etc., and com- 
paring the results with the stock record. 

[36] 



FORMS PROPOSED 

Form No. 17. Weekly requisition for school supplies {5" X 
7"; medium-weight paper) 





w^eKiY /t^QU/3/r/o/^ roR school suppues 




r 


/AfST/?CK:7r>? 


OUANT/rr 


APr/CL£-S 
















\ 








































































1 /peoc/s/r/o/vs MUST B£ suBMiT-reo ON rne last ^chooz. oAy o/^ £y>c/¥ 
1 WESK. Pos/TWsrLY A/o suppuE^ mLi. Be /sse/eo excep-rofv thatoat: 

1 FO/rMN^I7 



The form is in duplicate; the original is sent to the 
supply department for filling, and the duplicate remains 
in the book. This requisition is designed especially for 
classroom teachers, though it may be used generally. 
Some of its advantages are: it permits keeping a limited 
stock of paper, pencils, pens, ink, etc., in the classroom, 
thereby minimizing waste and spoilage; maintains a 
careful check upon the amount used by pupils; operates 
as a help to the teacher or instructor, who must plan his 
work in advance to know the quantity of such supplies 
required during the ensuing week. 

IV. SHOP PRODUCTION RECORDS 

Farm No. 18. Estimate on work {5" X 7"; medium-weight 
paper) 

The estimate is a triplicate form, — white (original), 
pink (duplicate), yellow (triplicate) — or any other com- 

[37] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 



j :/s 

1 eST/MATC OA/ 




rof? 










1 MAT£-/?/AL3 


cxuMT/ry 





amounA 






































































































' PCf/C£rAi7-AG£ TO AOO 












' SA^SS Pff/Ce 






1 Fo/?MN!>/a /A/sr/Pccro/? 



bination of colors to please the individual taste; some 
administrators give more attention to such details than 
to the efficiency of the work a form is supposed to accom- 
plish. Many schools and offices may be found where 
the color schemes are myriad and for tint effects rival the 
most wonderful combinations of an oriental harem. 

The instructor makes his estimate, signs it, tears out 
the first two copies along the perforations and forwards 
them to the office of the director of the school; the tripli- 
cate remains in the book as a permanent record for the 
instructor. As a general rule, the percentage to be added 
representing the overhead burden is not given to the in- 
structors, but is applied after the raw cost estimate reaches 
the office. The sales price, under the system in force in 
our schools, should represent a fair market value for the 
commodity, and the school be permitted the credit for any 
small profit it may be able to earn on the articles pro- 
duced. The original is filed with the correspondence 
relating to the work, and the duplicate in a file for "Pro- 
spective Orders." 

[38] 



FORMS PROPOSED 

Where repair or replacement work is performed by the 
shops, regular estimates should be made out as prescribed 
for new work; the department should conj&rm the repair 
order, and the work, when performed, should be credited 
to the shops as a part of their output; the charge goes 
through the records as a part of the cost of maintenance, 
in the same way as though the work had been done by 
outside workmen. 



Farm No. 19. Order farms (7" x S|") 

[FRONT] 











[ JOBN* 


1 1 


1 NAME 












^^^Qt/AAfn-rr- 


OeSCRIPT/ON 


p/r'/ce 


AMOUNT 












j SH/f TX) 



The number of copies contained in this set of forms is 
governed by the number of departments through which 
the job is to pass. 

The original should be of twenty-pound folio stock; 
the other copies, with the exception of the work envelope, 
may be of unglazed onion-skin or any stock not heavier 
than thirteen-pound foho. All copies may be on white 
paper, and the work envelope may be of manila or tag 
stock. The set may be made on a roller platen billing 

1139] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

machine, but is most satisfactorily handled on a flat-bed 
machine, such as is manufactured by the Elliott-Fisher 
Company. 

(1) Original (office copy): Filed in sectional post 

binder arranged alphabetically. This sheet has 
the words "Office Copy" printed in the upper 
right corner. When the job is completed and 
shipped, the date, quantity, etc., are entered 
upon the reverse side. If partial deliveries 
are made, each delivery is so marked. After 
complete delivery has been made, the copy is 
removed from the binder, used for the necessary 
entry through the "Disposition of Production 
Register," then filed in a "Completed Order" 
binder arranged alphabetically. 

(2) Duplicate (order register copy) : Filed in a binder 

labeled "Order Register"; this binder, arranged 
numerically, forms a permanent record of all 
orders and a check against the loss of any order 
number. The words "Order Register" are 
printed in the upper right corner. 

(3) Triplicate (acknowledgment): An acknowledg- 

ment of the order, to be sent to the department 
ordering. "To" is substituted for "Name"; 
below the line for the address the following is 
inserted: "Dear Sirs: We acknowledge receipt 
of your order, as follows." The words "To be 
shipped to" are substituted for "Ship to," and 
"Very truly yours" is added at the foot of the 
sheet. 

(4) Quadruplicate (department or shop orders): One 
to be made out for each shop through which 
the job is to pass; sent to the instructors, who 
file the orders in a holder or a binder. This 

[40] 



FORMS PROPOSED 

form keeps the instructors advised of work 
planned for their shops and enables them to 
prepare for the proper and efficient handling of 
the job. When the work in each shop is com- 
pleted, the instructor dates and signs the sheet, 
places it in the work envelope, and forwards it 
to the next shop or, if all work is finished, to the 
office for permanent record. In the upper right 

corner is printed " Shop"; in the lower 

left corner, "Work completed "; and in 

the lower right corner, " , Instructor." 

(5) Quintuplicate (work envelope) : This copy follows 
work through the shops; all requisitions, time 
cards, special-instruction slips, etc., relating 
to the job are inclosed in it. After the work is 
done and the product is ready for delivery, the 
envelope with its contents is forwarded to the 
office, where the record of cost is compiled. This 
sheet has "Work Order" in the upper right 
corner, and the following printed vertically in 
the left margin : 

1. Requisition for material Form 00 

2. Time cards of workmen Form 00 

3. Special instructions Form 00 

4. Follow-up cards Form 00 

5. Department orders Form 00 

Each instructor should enter, in the spaces provided on 
the reverse side of the envelope, the record of materials, 
labor, etc., from his shop. This record must agree with 
the details on the requisitions, time cards, etc., filed in 
the envelope. The work envelope is filed numerically. 
It is made a little larger than the sheets of the form. 
Short carbons terminating at the left margin of the "Unit 

e:4ij 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

[BACK OF WORK ENVELOPE] 



1 




MATHPIALS 1 


LABOR 


A.ou.r 


nAT. \ 


1EQ- no 


a'T'y 


OESCP'PTKM 


ff 


AMOMIT 1 


■SHOf 






















■SHOP 






















■SHOf 






















■SHOP 






















■SHOP 






















•SHOP 






















TOmt lABOf) 












































MAT£mALS 






















LUBOH AJto/mrl COST 






















OK/fHao peiic'a£ 












































■SALES pmc£ 






















EARNiniG —LOSS 














TOTAL 








SHOR 


^HOP 


■SHOP 


^HOP 


■SHOP 1 




H'P5 


A.O.^ 




//to 


AMOUm 


DATE. 


H'fiH 


AMOUNT 


OATE 


h'ps 


AMOUNT 


DATE 


HkS 


^MOi,;^T 1 


































































































































































































































































































































































































































































































































































































































• 





























































































Price" column are used on all copies subsequent to the 
triplicate or acknowledgment form. 

Form No. 20. Time card {1^' X 6"; light-weight card) 

There are probably as many different forms of time 
cards as there are shops using them. This is true not 
only of schools but of business places as well. The ques- 
tion of an effective time card is one of paramount impor- 
tance and should be given most careful consideration. 
In commercial work a time card, used by the workman 
within the shop, should be a daily record; the summary 
of his daily record is checked against the record on his 
time-clock card, which is of weekly duration, or, if the 
modern time clock has not been adopted, it may be checked 
against the time keeper's record. The school, which 
[42] 



FORMS PROPOSED 



jcvao 
















OCCCZ/'AT/OA/ 










A'- 










1 


^:?g-^ 


^oa 


M/ne 


srA/rTso- 


/y/v/s/f£0 




as, 


LABO/f 1 
COST 1 














































































































































,^^ 


tac. 













does not need to compile time for payroll purposes, may- 
adopt a time card to be issued to the students on each 
new job and to be turned in by them upon completion 
of the work. 

The number assigned to each student by time clock, 
time check, or other method of time keeping should be 
the number he uses on his job- time card; under "Occu- 
pation" he gives the shop designation to the work upon 
which he is employed. In schools as well as in outside 
plants all machines should be numbered and the number 
of the machine made a part of the job record. This in- 
formation may be used for a statistical record of machine 
production. 

A number of spaces are provided at the bottom of the 
card, in which the instructors may record the attendance 
of the individual pupil during the time he is employed 
upon the work; this is a detail distinctly for school 
purposes and not at all for shops. 

The "Value of Work Performed" is usually marked by 
the instructor and forms the basis of a comparison of 

[43] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

work performed by pupils. The instructor, upon the 
completion of work on each job, enters the time expended, 
as shown by the cards, at the rating in money per hour, 
in the space provided on the work envelope; he enters 
also the amount of materials requisitioned by him for the 
job, incloses the cards, etc., in the envelope, and forwards 
all the data to the ojffice. After the cost is veriJ&ed the 
time cards may be filed in a separate file arranged by 
students, thus forming a complete and accurate record of 
the amount and value of work performed by the individual 
student. 

Some schools and shops are prone to use cards of various 
tints to designate the several shops. This method is 
disapproved of for the reasons stated in the discussion of 
other forms (page 28). 

Form No. 21. Special instruction notices {5" X 7"; me- 
dium-weight paper) 



, A9 

, sf/o/=t - /A/3r/?c/crav 

,yOBAMM£- A'-a___ 

the: ro/.i.otvMG specMi. //vsr/?i/CT/o/vs A/v/.y ro ^o/?/r ra ss" 



A07>¥o^/^r£:o SY- 



This is a manifold book form. The original is to be 
sent to the department instructor for his information and 
[44] 



FORMS PROPOSED 

to be inclosed by him in the work envelope; ike du- 
plicate remains in the book for permanent record in the 
office. Special instructions should be issued only by 
some person in authority and should bear that person's 
signature. 



Form No. 22. 
weight paper) 



Disposition of product illf!' x -Z5|"; medium- 



D/spo.s/r/OA/ or^/?ooix:r/vA' r^£- MOA/m stvd/a^ ^ /st — 








UMIT- 


XTna 


tMoa^ 






















































/v/puf/i/s^ ro/rivA/foeo . .__ 



Entries are made on this form from the office order 
copy of Form No. 19, after shipment has been made or 
the repairs approved have been completed. Invoices 
in duplicate, Form No. 23, are used in conjunction with 
this record and are made out at the same time. The 
register is a copy of the invoices to and including the 
"Amount" column. Entering the disposal of all prod- 
ucts upon this record furnishes a ready and complete 
record and reference of the work of the school, and by 
posting the totals, at stated intervals, to accounts in a 
small ledger, as heretofore mentioned (page 34), a very 
comprehensive statement of the operations of the school 
may be had. 

[45] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

The form is similar to the sales distribution journal 
used in commercial houses. The columns following the 
"Amount" column are for distribution by shops; this 
distribution is not to be posted to ledger accounts, since 
it is sufficient in itself for statement of other purposes 
and the distribution wUl always equal the amount posted 
from the "Amount" column. Where the work passes 
through two or more shops, it is usual to distribute the 
credit on the basis of the total productive labor performed 
by each shop. The form is a loose leaf, printed the same 
on both sides and paged consecutively like a bound book. 
Each sheet when filled is filed in a binder — sectional, 
post, or ring; sheets should always be punched with solid 
holes and the binder marked with posts to the right, to 
bring the marking on the side from which the filing is 
done. 

When the sheets are filed they form a regular bound- 
book record of the shops' products. Slot-hole punching 
on forms of this kind is very undesirable. The form may 
be used on a wide-carriage roller-platen typewriter or a 
flat-bed machine, preferably the latter. 

Should an analysis by shops not be desired, the form 
may be discontinued at the right margin of the "Amount " 
column; it will then fit the carriage of any ordinary 
correspondence typewriter. 



Form No. 23. Invoices {5" X 8"; medium-weight 'paper) 

The invoice form, made in duplicate or with such other 
number of copies as requirements may warrant, is used 
in connection with the register of the disposition of prod- 
uct. The form is 5" x 8", and all copies are perforated 
down the left side to tear out 5" X 6|". Both copies 
are sent to the department of education office, which 

[46] 



FORMS PROPOSED 



OU/f Off OS/? AM_ 

yoi//?c 



Aoo/rsss 



0£3C/?//^r/0/\/ 



fi'/f/ce oerA/l. AMOi/AIT 



roffM /\/^23 



charges the branch or department for which the work 
was done and credits the vocational school. 

Fmm No. 2If.. Follow-up card for orders (4." x 6"; light- 
weight card) 









70 wsr/fucro/rs:- 

f>i.£A3£- /?£^PO/?r Ar OA/C£- ON STATt/S Or tVO/?/( o/v. 




3Ha° 


^/A<'.»«f27 


f?effo/?r Pf?os/f£-^^ /c^ i/A/^//VAS/V£r^ 


m^r/?ac7-o/f 


























































































^v^AtA/ae* A/07-£-- /wsr/ft/cro/r' /ifi/srs/s-A/ ^fyrso/VACty \ 



A follow-up card is issued on rush orders or where there 
has apparently been an unusual delay in the completion 

[47] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

of a job. A distinctive tint is used for the card, such as 
lemon, salmon, etc., in order to catch the eye of those 
through whose hands it is to pass. Instructors are re- 
quired to furnish promptly the information requested on 
the card and to see that the card is returned to the office 
with the least possible delay. Such cards form a part 
of the correspondence files in the general office. 

Form No. 25. Patterns and castings {3" X 5"; heavy- 
weight card) 



SYMBOL 


-PART 


WT. OF 
CASTING 


LBS. 


MATERIAL 
WOOD 1 METAL 


CORE BOX 


DRAWING 

YES 1 


MADE 
NO 


DESCRIPTION 









This form is made out in triplicate; one copy is for 
the drawing room, one for the pattern shop, and one for 
the machine shop. A cross-sectioned space is provided 
for a miniature sketch of the article, which, together with 
the name and number, helps to locate it at once. As the 
same number is used to designate drawing, casting, and 
pattern, there is no confusion in terms. Provision is 
also made for noting other desirable information, such as 
the weight of the casting. 

In the machine shop, where the instructor in charge 
directs the ordering of castings, there are two filing 

[48] 



FORMS PROPOSED 

drawers, one for patterns still in the shop and one for 
patterns which are at the foundry. This file is a great 
time saver. 

V. BUILDING AND GROUNDS RECORD 

F(yrm No. 26. Building and grounds record (4" X 6"; 
light-weight card) 



1 


SC/MMA/fy . 


3C//La//\fS ff/fOi/AVS 


L/s/f^z?r- 


/A/S/=!£C7-/OA<T 1 


yoLe/Af£s 


y^MOCA/r 


QiM/prtA'i.y 


/ 


£ 


s 


4- 


OfT/OWAt. COST- 






















tVMOOIVS 
































































































L/GMT/A/G 
































H€AT/Na 
































V£AJr/ 


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e/?oi//YOs 1 


£XT 


CA/S/a^/S 


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Aao/r/o/i/s. ere. 


OAT^S- 




OATSr 


casr. 








OAT£- 


COST \ 


























































































































































































































nmn Ai^ae \ 



For summarizing and keeping in convenient form all 
data relating to the cost of the maintenance, etc., of the 
building and grounds for each year this card has proved 
useful. If a ledger is kept, this information is only an 
incidental record, for the details are recorded permanently 
in proper accounts in the ledger; but should no ledger 
be kept, as so often happens, this record becomes an 
important one and should be carefully filed in a private 
file under the sole charge of the director of the school. 



[49: 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

VI. POWER-PLANT RECORD 

Form No. 27 {see insert). Power-plant report {11" X IJt-"; 
medium-weight paper) 

The daily report of the power plant gives a positive 
check on all factors connected with the operation of that 
plant; the authorities can tell at any time just what has 
occurred or is occurring. The data relate to the amount 
of coal, water, oil, and other articles consumed; the amount 
of steam generated; and the amount of electricity used in 
each department for lighting or power. 

As many schools are provided with a "breakdown" 
service, so that the operation of the shops is possible re- 
gardless of time, provision is made to record the amount 
of outside current used. Details regarding each machine, 
time when students start and end their duties, and weather 
conditions outside, all find their places on this form. The 
form is a loose leaf, punched with a solid hole for filing 
chronologically in a sectional post binder. 

The keeping of this form develops in the pupils an 
appreciation of systematic work and observation, for 
the chart is a part of their regular work. Evidence of 
all this may be seen in the methods and manners of pupils 
who undertake work in the power plant as well as in the 
condition of the plant itself. 

VII. COST AND PRODUCTION RECORD 

Form No. 28. Comparative cost and production card {Jf." 
X 6"; light-weight card) 

This form is used as a ready reference for the director 
of the school or other persons who may be entitled to 
receive such information. It contains the annual sum- 
mary of production for five years by shops; the number 
of students in each class; the total expenditures for the 

[50] 



FORMS PROPOSED 

DFHONT] 



[51] 



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RECORD FORMS FOR VOCATION 



T^T x>r\WTTri-D _ 



[50] 



FORMS PROPOSED 



[FRONT] 



COM/=AffAr/\/C SrAT^M£rA/7- O/^ COST- O/r /t^^//V-r^/A//^ff ^c^oo^. 




19 . 


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[BACK] 


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roTxc 















































year; the inventories of materials, supplies, process 
work, and fixed plant; and the net cost of maintaining 
the school. 



[51] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

Vin. FORMS FOR REPORTS REQUIRED OF THE SCHOOL 

The forms for city, state, and federal government 
reports are supplied by the respective authorities; hence 
we are concerned only with collecting and tabulating the 
required data for submitting at the proper time. The' 
desirability of making a revision of these forms with the 
idea of having them more nearly uniform has already been 
mentioned (page 6), and the suggestion is here repeated in 
the hope that something may sometime be done to bring 
about the desired change. However that may be, it 
will be found that practically all the information required 
for these reports is contained in the forms already listed 
and described, or else in the weekly and monthly report 
forms usually required by the city authorities. 



[52] 



Ill 

Conclusion 

ENOUGH forms have been presented in this mono- 
graph to carry on practically all the usual work 
of vocational schools. Special forms may be added to 
care for specific requirements; and some forms may be 
dropped if found to be unnecessary. For instance, where 
a print shop is located within the school, it will be nec- 
essary to add a few forms to cover operations that are 
distiuctive to that business. 

We have dealt with vocational schools operated entirely 
under department of education rules and regulations 
which direct that the entire commercial product be ab- 
sorbed within the school system and no orders accepted 
from outside sources. It is true we have taken a few 
side tours in order to show comparative uses under other 
methods, but we have not attempted to cover the general 
field of vocational school operation. No records have 
been submitted for the handling of cash, credits, customers, 
creditors, etc. Such forms are governed by the specific 
conditions and should be auxiliary to the shop require- 
ments, not the reverse. 

To any one interested in the question of schools enter- 
ing the commercial field in competitive production, the 
work done in the PhiHppines offers an interesting and 
instructive example. There the federal government 
has installed, under the supervision of the Director of 
Education of the Philippine Islands, an elaborate system 
for operating a vocational school which sells its product 
in the open market and in which the students draw pay 
for the work performed. The author secured copies of the 
school forms by direct application to the Superintendent 
of the Philippine School of Arts and Trades, Manila, P. I.; 

[53] 



RECORD FORMS FOR VOCATIONAL SCHOOLS 

doubtless the forms would be sent to any one interested 
enough to apply for them. 

For the school which, whether maintained by private 
capital or by public funds, handles its own finances and 
markets the product from its shops, careful control should 
be established over operating details and an intelligent 
chart of accounts provided, after a careful study of the 
plan of operation, its scope, and the object of those re- 
sponsible for the successful operation and maintenance 
of the school. 



[54] 



INDEX 



Acme of efficiency, 2 
Annual letter to alumni, 19 
Attendance record, 12 
Auxiliary records, 3, 53 

Background of pupil's education 

recorded, 4 
Budgets, for each teacher, ^; by 

class or department, 27 
Building records, 5, 8, 49 

Cause for irritation of teacher, 2 
City government, as a customer of 

school, 3 
Competitive production in schools 

in Philippines, 53 
Cost and production, comparative, 

50,51 
Credit for production given school. 



Disposal of product of school 
shops, 3, 45 

Efficiency, in vocational school, 1 
Estimate on work, 37 

Financial records, 5 

Follow-up card for pupil dropped 

some time, 15 
Follow-up notices to parents for 

delinquencies, 14 
Forms for reports required of the 

school, 8 

"Get-together" card, 17 
Home work card, 16 



Home work in a vocational school, 
16 

Instructor's record, 5, 7 
Instructor's record card, 26, 27 
Intention of public, 4 
Inventory record, 32 
Invoices, 46 

Limit of cost per pupil, 5 
Loss or breakage notice, 23 

Maintenance, real and apparent, 3 
Matriculation and progress card, 

10, 11 
Memorandum receipt for tools, 25 
Misfit card, 18 
Missing property report, 33 
Multitudinous collection of de- 
tails, 1 

Notification that pupU is dropped 
from roll, 15 

Odd Jobs Club, 24 
Official requisition, 28 
Order forms, 39, 42 
Over-systematizing, 2 

"Paper work" by teachers, 2 
Patterns and castings, 48 
Power-plant records, 5, 50 
Production facilitated, 1 
Programs, changes in pupils', 22 
Progress and matriculation card, 

10,11 
Pupil's interests safeguarded, 4 
C55] 



INDEX 

Pupils' record forms, outlined, 6; 
forms proposed, 10, 11, 12, 13, 
14, 15, 16, 17, 18, 19, 20, 21, 22, 

23, 24, 25 

Recording sales to city govern- 
ment, 3 

Records, comprehensive, 2; pub- 
lic school, 2 

Register of materials, supplies, 
expenses, etc., 33 

Report cards, 13 

Requisitioning for tools, 25 

Requisition on stock room, 31 

Requisition, weekly, for supplies, 37 



Shop production records, 7, 37-49 
Shops, as schools, 1 
Stock records, 34 
Special forms for schools, 52, 53 
Special instruction notices, 44 
Supplies and maintenance records, 
7, 27-37 

Tardy pass, 20 
Time card, 42, 43 

Unruly-pupil card, 17 

Weekly requisition for school sup- 
pUes, 37 



[56] 



Book Notices 



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physical, moral, vocational, and avocational aspects. Of value to 

those interested in the workings of the Smith-Hughes Act. go cents 

EDUCATION OF DEFECTIVES in the PUBLIC SCHOOLS 
By Meta L. Anderson 

A thoroughly readable and instructive book with much of value 
presented in print for the first time. Introduction by Henry H. 
Goddard. 75 cents 

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Complete list of the 

School Efficiency Series 

Edited by Paul H. Hanus, of Harvard University 

"One of the most noteworthy undertaiings in frofesshnal education of 
the century." — Professor C. H. Johnston, University of Illinois 

Frank P. Bachman. Problems in Elementary School Administration. 

Cloth, $i.^o 
Frank W. Ballou. High School Organization. Cloth, $i.^o 
S. A. Courtis. Standards in Arithmetic. In preparation 
Ellwood p. Cubberley, Fletcher B. Dresslar, Edward C. Elliott, 

J. H. Francis, Frank E. Spaulding, and Lewis M. Terman. 

The Portland Survey. Cloth, $1.30 
Calvin O. Davis. High School Courses of Study. Cloth, $1.^0 
Edward C. Elliott. City School Supervision. Cloth, $1.^0 
Henry H. Goddard. School Training of Defective Children. Cloth, 

$1.20 
Paul H. Hanus. School Efficiency : A Constructive Study. Cloth, 

$1.20 
Frank M. McMurry. Elementary School Standards. Instruction : 

Course of Study : Supervision. Cloth, $1.^0 

Ernest C. Moore. How New York City Administers Its Schools : A 
Constructive Study. Cloth, $1.^0 

Herman Schneider. Education for Industrial Workers. Cloth, $1.20 

George D. Straver, Frank P. Bachman, Ellwood P. Cubberley, 

William T. Bawden, and F. J. Kelly. Some Problems in 

City School Administration. Cloth, $1.^0 

Frank V. Thompson. Commercial Education in Public Secondary 
Schools. Cloth, $1.^0 

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The first three volumes in the 

Educational Survey Series 

A carefully selected list of the best netv 
educational survey material available 

SELF-SURVEYS BY COLLEGES AND UNIVERSITIES 

By William H. Allen 

With a referendum to college and university presidents. A vast amount 
of information and practical methods of doing work. A practical, work- 
able book. Illustrated. Cloth. $3.00 

SELF-SURVEYS BY TEACHER-TRAINING SCHOOLS 

By William H. Allen and Carroll G. Pearse 

A book of surveying technique, asking of questions, analyses of answers, 
tabulation of results, problems of administration, and instruction. Illus- 
trated. Cloth. $2.2_5 

SCHOOL ORGANIZATION AND ADMINISTRATION 

By Ellwood P. Cubberley, Jesse B. Sears, 

Lewis M. Terman, James H. Van Sickle, 

and]. Harold Williams 

Based on the Salt Lake City survey. A detailed explanation of tests 
applied to children and results obtained, a study of retarded and gifted 
pupils, health control, building and site problems, and financial matters. 
There are 47 diagrams and charts. Cloth. $1.30 



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NEJV-WORLD SCIENCE SERIES 
Edited by John W. Ritchie 

SCIENCE/or BEGINNERS 

Bs: DELOS FALL 

I. Teaches the scientific method by 

1 Explaining the method and making the pupil con- 
scious of it (Bagley and experimental work of 
Judd). 

2 Approaching the studies as projects to be solved 
(Dewey, McMurry, Woodhull, et al.). 

3 Carrying the study through to the principles of the 
subject (Dewey). 

II. Contains subject-matter that 

1 Is related to the life of the child (not the life of 
certain specialized adult industrial workers). 

2 Is interesting, useful, and important in itself. 

3 Gives the fundamental conceptions of nature that 
are needed for satisfactory progress in any syn- 
thetic science, e.g., agriculture, physiology, botany, 
or physiography. 

III. It is interestingly written and attractively and amply 
illustrated with realistic pictures instead of dia- 
grams. (The use of pictures instead of diagrams 
is in accordance with the present practice of the 
Journal of Electrical Engineering, Journal of Min- 
ing Engineering, Coal Age, and a number of other 
technical publications.) 



I This book is intended for use in junior high schools 
I and upper grammar grades. 

I ix -{- 382 pages; price $1.28 

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